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HomeMy WebLinkAbout11/09/2010 00 Agenda and Packet I XXXXXXXXXXX CLERKS (KA) ss Y� iii, ` I 11 0 e .>, % + 1 llli i l � OR p ORATE�� CITY OF YAKIMA WASH INGTON • NOVEMBER 9, # 2010 ADJOURNED MEETING COUNCIL BUDGET REVIEW AND. INFORMATION PACKET • ? , r Micah Cawley, Mayor 3g (ti , Kathy Coffey, Assistant Mayor y-•` x +1 Yakima Maureen Adkison Dave Ed ® y1, 1�, • ., .../ City Council Rick Ense Y 1 ' , \� , OaPONATEU - --- . 1B Agenda Dave Ettl 129 N. 2nd Street,Yakima,WA.98901 Bill Lover Phone: (509) 575 -6000 • Fax (509) 576 -6614 City Manager Email. ccouncil @ci.yakima.wa.us • www.ci.yakima.wa.us Richard A. Zais, Jr. Anyone wishing to address the Council, please fill out the form found on the tables and give it to the City Clerk YAKIMA CITY COUNCIL ADJOURNED MEETING — BUDGET REVIEW NOVEMBER 9, 2010 — 9 00 A.M —12 00 NOON COUNCIL CHAMBERS — CITY HALL 1 Roll Call 2. Council Budget Review by Priority /Department/Service Unit Public Health and Safety • Police — Police Grants, Law and Justice Capital • Fire — Emergency Services (EMS), Public Safety Communications, Fire Capital • City Manager • Municipal Court • Finance • Community and Economic Development • Public Works 3 Adjournment to November 16, 2010 at 9 00 a.m to Noon in the Council Chambers for City Council Budget Review • Yakima heed City of Yakima Vision Statement: To create a culturally diverse, economically vibrant, safe, and strongYakima community riap Adopted March 2008 1994 City of Yakima 2011 Preliminary Budget Detailed Council Budget Review Schedule (as of 11/05/10) Citywide P.I. Budget Budget Dept. Policy Document Reduction Issue Dates and Times • Public Health & Safety Police CW 4 & 5 CW 17 -20 Criminal Justice Tax (103) P -5 GREAT Program (104) P -7 Investigation (112) P -8 Preventive Patrol(113) P -9 Support Services /Records (114) P -11 Detention / Jail (115) P -12 Special Operations (117) P -14 Admin /Out Jail Contracts (119) P -16 Police Grants P -20 Law & Justice Capital P -25 Fire Fire -1 CW -6 & 21 -24 Council Budget Auxiliary (121) Fire -3 Review Meeting Suppression (122) Fire -5 Tuesday, Investigation (123) Fire -7 Nov 9, 2010 Training (125) Fire -9 9 am - Noon Administration (129) Fire -11 Council Chambers Emergency Services (EMS) Fire -13 Public Safety Comm. Fire -18 Fire Capital Fire -26 PI -Fire 1 City Manager CJ Tax/Recruiting (103) CM -22 CJ Tax/Prosecution (103) CM -8 Indigent Defense (132) CM -14 Prosecution (131) CM -9 Municipal Court CW -25 -26 CJ Tax/Muni Court (103) MC -3 Municipal Court (129) MC -4 Page 1 of 2 City of Yakima 2011 Preliminary Budget Detailed Council Budget Review Schedule • (as of 11/05/10) Citywide P I Budget Budget Dept. Policy Document Reduction Issue Dates and Times ® Public Health & Safety, cont. Finance CJ Tax/Info Systems (103) Fin -6 Yakima Co Emer Mgmt (129) Fin -60 PI -Fin 4 Clean Air Authority (319) Fin -60 PI -Fin 1 Alcoholism Prevention (411) Fin -60 Transfers P S Dispatch (645) Fin -32 Police Pension (642) Fin -26 Council Budget CED Review Meeting CJ Tax/Animal Control (103) CED -12 Tuesday, Dangerous Bldg Rep & Demo (145) CED -14 Nov 9, 2010 Code Administration (149) CED -15 9 00 am - Noon Animal Control (223) CED -17 Council Chambers Public Works Street Cleaning (224) PW -14 Streets Snow & Ice Removal (524) PW -18 Traffic - Public Area Lighting (116) PW -22 Traffic Control (525) PW -27 Page 2 of 2 MEMORANDUM November 5, 2010 To The Honorable Mayor and Members of City Council Dick Zais, City Manager From Rita DeBord, Finance Director Subject: Supplemental Materials — Council Budget Review Meeting The next Council budget review meeting is scheduled for Tuesday, November 9, 2010 In addition to the information included in your Preliminary Budget binders, we've prepared and enclosed a detailed budget review schedule, additional information from the Fire Department and information received from the Conference of Governments Attached, please find 1 Detailed Council Budget Review Schedule — with page numbers for reference 2 Fire Department Supplemental Information a Alternative Budget Reduction Proposal b Memo dated November 5, 2010 re Fire Apparatus Replacement Plan 3 Conference of Governments (COG) — Supplemental Information (Refers to Policy Issues Section of the Preliminary Budget; behind the Finance Tab, pg 6) S 4 1114 i • i ' DVS' INTERDEPARTMENTAL MEMO TO Honorable Mayor and City Council FROM Charlie Hines, Fire Chief RE P 0 G alternative budgetary reduction proposal DATE November 9, 2010 Realizing and accepting the budgetary constraints that face this city and our department, we have spent many hours evaluating our operations and procedures With the reductions presented to us, We have formulated a • proposal that will provide the best service possible to the public in light of the cuts that must be made With no "fat" in our budget, we can only lessen the impact of reductions not eliminate them The following plan meets the required reductions with the least amount of impact to safety of the citizens of Yakima With the failure of Initiatives 1100 and 1105, the diminution of our budget has been spared enough to allow this proposal to be formulated The departure of the Fire Chief also alters the resources that we have to work with We know you have worked diligently at the unsavory task of reducing the budget lines of all departments in the City As your Fire Chief, I offer my professional suggestion to make this reduction work in our department. In the end, the elimination of the secretary, Deputy Fire Marshal, Training Lieutenant, and the Truck Company will place a much greater work load on everyone on the department. We will accept these challenges with our utmost diligence and will continue to provide the best service possible to the citizens of Yakima • 2011 Citywide Policy Issue • ALTERNATIVE BUDGET REDUCTION PROPOSAL * YAKIMA FIRE DEPARTMENT • Eliminate Ladder Truck company Lay off three firefighters $264,000 The practice of always staffing 2 apparatus at the headquarter station will cease. Backup will be provided by recall of off duty firefighters and mutual aid from surrounding volunteer fire departments. The three firefighter positions are currently filled at $88,000 each • Delete Secretary II $ 68,000 Some job duties will be eliminated and some shifted to the Chief's assistant. • Delete Deputy Fire Marshal $47,000 This figure is inclusive upon a midyear retirement and retirement cash out. Annualized savings equal $124,000 per year • Reduce operational overtime by $170,000 Reducing the 122 account overtime from $316,000 to $170,000 is possible due to not staffing the ladder truck. • Delete YVTECH program $34,000 Moving the Training Lieutenant from the YVTECH position to the position vacated by retirement reduces the expenditure account by $124,552.00 and decreases the revenue account by $90,696 00 for a net savings of $34,000 • Savings from Acting Fire Chief from within the department $60,000 TOTAL SAVINGS for 2011 $643,000 * This represents a proposed replacement to the list of budgeted reductions included in the Preliminary Budget previously submitted to Council for the Fire Department. The total dollar amount of the budget reductions has not changed, only the manner in which the reductions would be accomplished • ypKIM4 Administration Fire Suppression Fire Investigation & Education - 401 North Front Street, Yakima, WA 98901 (509) 575 -6060 Training Fax (509) 576 -6356 Communications //PE MO' www yakimafire.com MEMORANDUM November 5, 2010 To The Honorable Mayor and Members of the City Council From. Dick Zais, City Manager Chief Charlie Hines Deputy Chief Bob Stewart Cindy Epperson, Finance Manager Tara Lewis, Financial Services Officer Subject: Fire Apparatus Replacement Plan Update Background In May of this year, a proposal addressing the ongoing need to replace existing fire apparatus was brought before the Council Public Safety Committee. A solution offering continued replacement options is necessary to address the ongoing and critical need for adequate fire apparatus to continue our mission in providing timely and effective emergency response to our community The primary staff recommendation called for a Capital Replacement Levy to be put to voters such that the new levy would replace the expiring levy and not result in a tax increase The proposal was then redirected in July for future consideration upon the discovery that in order to replace the current levy without significant impact to the public, the proposal cannot be brought to the voters until November 2014 Upon this discovery, staff began researching three options as a "stop -gap" until the Proposed Capital Replacement Levy can be considered as a viable funding mechanism. Those options as listed in the minutes of the July 6, 2010 meeting of the Committee are as follows 1 Strengthening the maintenance side. 2. Potentially purchasing used apparatus from other departments that are downsizing and consolidating. 3 Reviewing total resource options that might be available and are not related to REET • funds. Status Option 1 is being employed using both internal and external maintenance options. Various maintenance enhancements were addressed in the original proposal, and those ideas are being pursued to the extent practical in order to lengthen the useful lives of all existing apparatus currently in service. Although enhanced maintenance efforts can extend the useful life of an apparatus, replacement is an inevitable occurrence for aging equipment. Option 2 was researched by department staff in an effort to find affordable equipment that had more than a few years of service life remaining. It was discovered that most fire departments are hanging onto older equipment as long as possible and rather than selling apparatus with any life in them, they are placing them in reserve to use as back up when other aging apparatus require maintenance The units found for sale were fairly costly relative to remaining useful life and would not add value to our fleet. Expected maintenance costs on these apparatus are high and would more likely add to our current problem of keeping existing apparatus in safe and effective operating condition. Fire staff will continue to watch for appropriate used apparatus in good condition. A natural extension of this research was to review if new apparatus could be purchased for less than the estimated $500,000 /unit included in the original proposal. By specifying more modest fire apparatus and excluding tools and equipment ($60,000 + / -) two units can be purchased for $600,000 including all taxes and fees Although certain efficiencies are lost without specifying a "custom" unit, it is conceded that in this economic environment, the two apparatus will be welcomed enthusiastically to an aging fleet of equipment. An added bonus of purchasing two new apparatus at this time is the opportunity to acquire engines that are compliant with the 2007 emission standards. The 2010 standards, which will be used to build new apparatus within the year, add an additional $15,000 to the cost of each apparatus as well as reduce the storage capacity by one full compartment now used to carry fire fighting and emergency response equipment. Ordering this fall with an anticipated delivery of March 2011 keeps us in the less expensive emission configuration. Option 3 revealed a financing option that has not been used by the City in the past and may offer a good alternative in light of present circumstances. The State of Washington issues bonds regularly to the public for sale By grouping a number of state agencies and local governments into a single issue, they can effect a more economical financing option in which the City can participate with minimal cost or risk. LOCAL Program The State's Local Option Capital Asset Lending (LOCAL) program pools both state and local requests for financing into one large debt issuance A significant portion of the issue is made up of state agencies, which allows local governments to participate in the economies of scale available to the state and gain access to national capital markets. The cost of issuance is included in the financing rate and all legal requirements of the issuance are handled by the state counsel. The Office of the State Treasurer (OST) coordinates the issuance of the debt. They anticipate three issuance dates for 2011, the earliest being in March. Rates for prior issuances for a 10 year lease /purchase have been 3 15% in November 2009 and 2 97% in June 2010 The most current rate for the November 2010 issuance will not be available until mid- November We were advised Fire Apparatus Replacement Plan Update Memo to Council 11/5/10 Page 2 • to estimate rates between 3 0 and 3 5 for March of 2011 Although at face value the rates do not seem especially low, it is important to remember that all external financing costs are included in this rate. Comparable bank financing for lease /purchase arrangements are being quoted at 4% to 5 %. Add to that a loan origination fee that is as high as 005% of the amount financed and the costs grow beyond the state option fairly quickly The other feature of the state program is its ease of entry City legal and finance staff are already fully taxed with staffing reductions and ever - increasing budget challenges making an independent debt issue more daunting at this time Participation in the LOCAL program is fairly simple and quick relative to conventional financing options that are available to the City The state has a standardized process complete with ready - made forms, which has been tested by a number of municipalities and other local governments over the years. The City would need to .send a Notice of Intent within the next couple of months and completed paperwork to the state before January 1, 2011 in order to take advantage of the March 2011 time frame. Debt Schedule The annual debt service to repay $600,000 financed for 10 years at approximately 3 5% is approximately $70,000 In the 2011 budget $30,000 in property tax from the Fruitvale Fire District #10 (prior annexation) is being redirected from the General Fund to the Fire Capital Fund for the purpose of debt service Another $40,000 in existing replacement charges from the EMS fund to the Fire Capital fund is being earmarked for this particular financing. Recommendation It is recommended by Yakima Fire Department and Finance staff, and has received the endorsement of the Public Safety Committee, to pursue financing two apparatus for delivery in March 2011 by participating in the state's LOCAL program. Doing, so will provide a cost - conscious "bridge" between today's need and a dedicated and sustainable funding source in the future. This option will be included as a budgeted Policy Issue to be considered by the Council. It is further recommended that the overall plan for the replacement levy proposed in May to this Committee be revisited in time for consideration with the November 2014 election process so that a more regular and timely solution to the apparatus replacement issue be addressed. • Fire Apparatus Replacement Plan Update Memo to Council 11/5/10 Page 3 Council Public Safety Committee CED Conference Room • City Hall October 20, 2010 MINUTES Council Committee Members Present. Maureen Adkison, Bill Lover and Kathy Coffey Staff present Dave Zabell, Sam Granato, Tara Lewis, Cynthia Martinez, Bronson Faul, Charlie Hines, Bob Stewart, Terri Croft. Coffey called the meeting to order at 2 00 The agenda was re- ordered due to late arrivals Creating Partnerships Hines reviewed some of the current partnerships between the Yakima Fire Department and the Union Gap Fire Department, including the purchase of the new ladder truck and joint training The next logical partnership to consider would be a regional fire authority, consolidating the two departments Hines is willing to broach this discussion with Union Gap officials, but wanted to discuss first with the Public Safety Committee, and also receive the approval of the full council before starting any discussion Coffey thinks consolidation is a good idea Adkison asked what Union Gap would bring to the project in terms of resources and assets Hines advised that wouldn't be known until official discussions and negotiations were started Coffey asked if this issue needed to go to the full council for approval Zabell and Hines advised it would Coffey MOVED and Adkison SECONDED that the issue be presented to the full council with the recommendation of approval by the Public Safety Committee Motion PASSED unanimously II Update on Proposed EMS Levy Formula Hines provided a brief update on the potential change in EMS levy, advising that any change in the formula is in the hands of the county commissioners III Tiered Response /Priority Dispatch Proposal Hines advised the Fire Department has started a pilot program to send the most appropriate assistance to aid calls He advised currently an aid call will get the closest ambulance and fire engine A tiered response would determine the extent and severity of the injuries, other available treatment and transportation options, and would send the most appropriate aid Currently Yakima, Union Gap, Selah, East Valley and West Valley fire are all participating in this pilot program Granato asked if the proposed alignment of the Communications Division with Information Systems would impact this program Hines advised he did not believe it would, as this program is carried out at the task level (calltaker and dispatcher) rather than at the management level IV Lease /Purchase Proposal for Two Fire Apparatus Stewart rovided a brief review of the capital apparatus replacement p p pp p ent project. The previous option of a capital replacement levy could not be accomplished until November 2014 without a significant impact to the public Additional options were studied and Fire staff currently recommends purchasing two "stock" units for $600,000 total, including all taxes and fees The Department loses some efficiencies by not ordering "custom" units, for example, storage compartments are not standardized, however, the units are not completely stripped down models, and would be a welcome addition to the fleet. There is additionally a cost benefit to purchasing two new, available units that were manufactured under the 2007 emissions standards, while waiting would necessitate purchase of more recently manufactured equipment that falls under a more stringent 2010 standard The savings for purchasing the two currently available units is $30,000 Staff recommends financing this purchase through the State's Local Option Capital Asset Lending (LOCAL) program Current rates through this program are better than bank rates, and participation in the program can be done quickly The City would need to commit to the purchase by January 1, 2011 in order to secure the units Receipt of the equipment would be around March 2011 The debt service would be approximately $70,000 /year for 10 years Funds have been identified in the Fire budget to cover this debt service It was MOVED by Coffey and SECONDED by Adkison to forward this proposal to the full council for consideration with the recommendation to approve by the Public Safety Committee Motion PASSED unanimously Coffey requested the issue go to the full council as soon as possible to take advantage of the various savings options This issue will be included as a policy issue in the Fire Department budget V Introduction of New Gang Coordinator Steve Magellan was introduced to the committee as the new Gang Free Initiative Coordinator Mr Magellan is an independent consultant specializing in positive youth development and has 15 years of experience VI Gang Free Initiative Update The Prevention subcommittee has met and is moving forward with their objective The Steering Committee will meet this afternoon and work on the retreat. VII Proposed Ordinance Revision for Crimes Involving Weapons Faul advised that the Legal Department has been working toward adopting the RCW's into the Municipal Code when appropriate This practice aids their ability to prosecute crimes in Municipal Court. This proposed ordinance revision incorporates the RCW into the City's Ordinance regarding crimes involving weapons Coffey recommended the proposed ordinance be recommended for approval to the full council VIII Other Business Reports for overtime expended for safety and security at the Central Washington State • Fair were submitted from the Police, Fire and Code departments Granato advised the committee that the Safe Streets Task Force has their office set up and he has met with the FBI representative to the task force The officers and sergeant have been selected The preliminary gang assessment has been conducted and is being reviewed by the involved agencies, which will then be forwarded to the federal government. The task force officers have received ATF credentials and are currently undergoing their background checks for FBI deputization, which takes considerably longer as it requires a top secret clearance Coffey asked how information about the SSTF, it's mission and purpose could be given to a wider audience, and suggested media outreach Coffey advised that the Gang Free Initiative Steering Committee has proposed writing a letter to Council advocating retaining the Crime and Intelligence Analyst Supervisor position IX Police Monthly Report The July report was included in the information packet to the committee The meeti.: as adjourned at 3 15 p m ill d B., , ....,,..k:.&A _di., grocialk, Kat y Coffey IF V 1 Public Safety committee Minutes prepared by Terri Croft II Y v C ° G YAKIMA VALLEY CONFERENCE OF GOVERNMENTS • 311 North 4th Street, Suite 202 • Yakima, Washington 98901 509 -574 -1550 • FAX 574 -1551 RECEIVED website www yvcog org CITY OF YAKIMA SEP 2 3 2010 MEMORANDUM OFFICE OF CITY MANAGER TO YVCOG Membership FROM J Page Scott, Executive ) it ` DATE September 21, 2010 SUBJECT YVCOG 2011 Budget The YVCOG Executive Committee has recommended a 2011 Budget to be forwarded to our General Membership for consideration at the October 20 General Membership meeting in Grandview A copy of the proposed budget is attached for your review For the 8 consecutive year, YVCOG has been able to maintain members' General Assessment rate at $0.39 per capita. YVCOG's total budget for 2011 is approximately 1 5% higher than in 2010 due to a federal grant received to enhance the Commute Trip • Reduction (CTR) program and assist affected employers and jurisdictions in meeting state goals for drive alone trips How the Assessment is Calculated The Total Assessment is made up of three variables the General Assessment rate ($0 39 /capita), OFM population for April 1 of the most current year, and the MPO /RTPO assessment. The MPO /RTPO assessment is based on 1) whether the jurisdiction is under or over -5,000 population, 2) whether the jurisdiction is within the federally designated MPO boundary, and 3) the percentage of federal transportation project funding an individual jurisdiction was awarded in the current year through the Yakima Valley MPO /RTPO processes. The first two MPO /RTPO Assessment factors remain fairly static from year to year and those are reflected in flat assessment amounts of either $500 or $1000 depending on the population size of the member jurisdiction. Year -to -year fluctuations of a jurisdiction's MPO /RTPO assessment almost always reflect an award of federal STP project funding through the MPO /RTPO process. Almost $5 5 million in federal Surface Transportation Program (STP) funds were distributed and awarded to six member jurisdictions through the Yakima Valley MPO /RTPO process. Compare that with last year's distribution when nearly $10 million in STP and ARRA funds was distributed to 13 member jurisdictions • MEMBER JURISDICTIONS Grandview • Granger • Harrah • Mabton • Moxee • Naches • Selah Sunnyside • Tieton • Toppenish • Union Gap • Wapato • Yakima • Yakima County • Zillah 9/21/10 Memo to YVCOG members 2011 YVCOG Budget Page 2 of 2 If a member jurisdiction was awarded STP funding for a transportation project(s), they are assessed based on their percentage share of the overall federal transportation funding distributed. When jurisdictions receive the benefit of project funding, the assessment is distributed among them. That way, the cost is shared among those jurisdictions that benefitted. Bottom Line. Why did my assessment change? If a member's population grew, their general assessment grew, too If a member jurisdiction received a STP funding award, they will probably notice a change in their assessment also I am happy to meet with your finance staff or council members It is a very busy time of year for our programs, but I will do my best to make myself available for your meetings. Scheduling conflicts are likely, so please let me know as soon as possible if there is a meeting you would like me to attend. I can be reached at scottp a,yvcog.org, or call the YVCOG office at 509 -574 -1550 2011 YVCOG BUDGET January 1, 2011 through December 31, 2011 ADOPTED October 20, 2010 Y v co G A • Prepared by Yakima Valley Conference of Governments A Metropolitan and Regional Planning Organization On behalf of Member Jurisdictions City of Grandview City of Granger Town of Harrah City of Mabton City of Moxee Town of Naches City of Selah City of Sunnyside City of Tieton City of Toppenish City Union Gap City of Wapato City of Yakima • Yakima County City of Zillah "Excerpted from Articles of Association of the Yakima Valley Conference of Governments Revised December 13, 2006" ARTICLE II Purpose The Conference shall generally concern itself with the orderly growth and development of Yakima County and the cities, towns, communities and other governmental subdivisions within Yakima County, and shall serve as a liaison committee to develop and promote communication, understanding, and cooperation among the Conference participants on matters common to, and affecting the public served by the participants in the Conference so as to assure the coordination of plans and programs of participants in the Conference In addition, the Conference will provide technical services to aid the administration of grants and programs and to provide other services to enable the coordination of multi jurisdictional programs in a manner that provides greater expertise and lower costs to the member jurisdictions. Among other things, the Conference shall specifically serve its participants with respect to the following subjects. a. To suggest and assist in establishing long range planning goals for Yakima County, the urbanizing area in and around the City of Yakima, and for other cities, towns, communities and other governmental subdivisions within Yakima County, and to engage in a continuing and cooperative planning effort and program in order to serve the best interests of the people of Yakima County b To assist in the preparation of plans relating to land use, transportation, sewer and water, parks and recreation, human services, housing and other community development activities in the urbanizing area in and around the City of Yakima, and for other cities, towns, communities and other governmental subdivisions within Yakima County c To assist in the planning and coordination of proposed projects, which may involve Federal or State financial participation, and to assist in the review of such project plans so as to assure compliance with areawide comprehensive plans d. To contract or hire technical and administrative staff to perform the work program of the Conference, including planning, grant administration, and other services whereby the Conference as a whole or the individual members can receive increased expertise or reduced costs The Conference shall further consider other specific subjects of mutual concern to the various participants in the Conference when requested to do so from time to time by participants in the Conference or when, in the opinion of the representatives of the Conference, it appears that other plans and programs should be developed as being in the best interests of the public served by the participants in the Conference "Excerpted from Articles of Association of the Yakima Valley Conference of Governments Revised December 13, 2006" I I ARTICLE VIII Finances The sources of funding for operation of the Conference shall be the following: • Annual assessment to member agencies. • Contracted fees. • Grants, donations, or other sources. The Executive Committee shall annually, prior to October 1, prepare a recommended balanced budget for the ensuing calendar year in the form provided for County budgets The budget shall include income from recommended assessment of member agencies, anticipated contract fees, grants, donations and other sources. The budget shall be submitted to each representative of the member jurisdictions within seven days of the Executive Committee's action for the purpose of preliminary review At the October General Membership meeting a balanced budget will be adopted, by Resolution, by the Conference and recommended back to the member jurisdictions within seven days. After reviewing the work program and the assessments, each member jurisdiction shall notify the Conference in writing by December 31 of their intent to III continue participation in the Conference at the specified assessment or to terminate their participation Yakima County, through its Auditor and Treasurer, shall act as the fiscal agent for the Conference. All funds shall be deposited with the Treasurer and disbursed by warrants issued by the Auditor pursuant to vouchers approved by the Conference The financial operation of the Conference shall be subject to all applicable State statutes governing budgeting and auditing procedures. 410 GENERAL MEMBERSHIP YVCOG • YAKIMA VALLEY MPO /RTPO • YVCOG EXECUTIVE EXECUTIVE COMMITTEE AND COMMITTEE Y Conference Valle erence Governments POLICY BOARD f O f Organizational Chart YAKIMA VALLEY MPO /RTPO EXECUTIVE TECHNICAL - DIRECTOR ADVISORY (J Page Scott) COMMITTEE ADMINISTRATIVE CTR PROGRAM GIS ANALYST/ SENIOR SENIOR LAND USE FINANCE OFFICER COORDINATOR SYSTEMS TRANSPORTATION PLANNER (Nancy Souks) (Brian Curtin) ADMINISTRATOR PLANNER (John Rohrbaugh) (Shawn Conrad) ( g) (Deb Lacombe) OFFICE SPECIALIST • • OFFICE SPECIALIST (Sarah Hyndman) ( (Tamara Hayward) Approved 12119/05 by YVCOG Executive Committee Revised 9i81p0 0 • 0 2011 Yakima Valley Conference of Governments Budget- Revenue GL Code & 2010 2010 2011 2010 -2011 Change Description Actual Budget Prelim Budget through 6/30/10 rt % $ 615 100 308 000 01 Beginning Fund Balance - Designated ** 175,000 190,000 ** 615 100 308 000 01 Beginning Fund Balance - Available 20,000 0 - 100.00% (20,000) 615 210 333 20 205 Fed Hwy Admin -WSDOT STP 0 0 * 40,000 40,000 615 3xx 333 20 214 FHWA- DOT Metro PI Grant (PL) 189,452 332,900 * 290,000 - 12.89% (42,900) 615 3xx 333 20 505 FTA - DOT Metro Plan Grant 0 49,815 49,751 -0 13% (64) 615 3xx 334 03 601 RTPO -RTPO LR - DOT 49,714 97,208 97,180 -0.03% (28) 615 4xx 334 03 606 CTR Plans & Progr - DOT 32,446 74,378 74,378 0.00% 0 615 475 333 20 205 CTR CMAQ Grant 0 20,000 * 103,750 418.75% 83,750 615 500 338 13 001 Intergov Serv-Exec Boards (TA Contr) 31,102 151,556 100,000 -34 02% (51,556) 615 100 338 13 002 Intergov- County/City Share -gen'1 assessm 59,050 92,976 93,249 0.29% 273 615 100 338 13 003 Intergov -Local Match WSDOT 39,560 39,560 42,990 8.67% 3,430 615 100 338 13 007 Intergov -Local FTA (Yakima Transit) 3,000 3,000 3,000 0 00% 0 615 100 369 90 001 Misc Revenue - copies, posters (ESD 105) 0 500 500 0.00% 0 615 100 369 90 014 Associate Membership Fees 200 500 400 -20.00% (100) Total .$ 404,524 $ 882,393 * $ 895,198 1 45% $ 12,805 1 /1 /10 Beginning Fund Balance $200,633 04 * DENOTES BUDGET REV # 1 OF 9/15/10 ** Designated funds; 3 months float operating funds U Budget\2011 ADOPTED BUDGET 10/21/2010 2011 Budget Revenue REVENUE 100 308 00 001 Beginning Fund Balance ❖ The amount that is carried forward from the previous year (projected amount) Available —if needed Designated -3 months operating fund float 210 333 20 205 – WSDOT STP • Metropolitan and Regional Transportation Plan Update 3xx 333 20 214 – FHWA -DOT Metro Plan Grant (PL) • Metropolitan and Regional Transportation Plan Update 3xx 333 20 505 FTA – DOT Metro Plan Grant ❖ Federal Planning Dollars From UPWP 3xx 334 03 601– DOT RTPO Planning Grant ❖ State RTPO Planning funds From UPWP 4xx 334 03 606 DOT CTR Plans & Programs ❖ Program dollars 475 333 20 205 CMAQ CTR Grant ❖ Federal Funds requiring 13 5% non - federal match (plan to use our CTR State grant funds) ❖ 3 year grant to enhance the existing CTR program and expand services and include voluntary employers in the program 500 338 13 001 Intergov Sery -Exec Boards (TA Contracts) ❖ Revenue we receive from our local jurisdictions for TA or PS contracts 100 338 13 002 Intergov - County /City Share (General Assessments) • Per capita amount $0 39 (we did not raise the amount) 11/ U• \soulesn \Data\2011 Budget \2011 BUDGET REVENUE- EXPEND EXPL.doc 10/18/2010 2011 Budget — Revenue Page 2 100 338 13 003 Intergov -Local Match WSDOT ❖ Transportation assessment. From 2011 YVCOG Transportation Program Assessment Worksheet 100 338 13 007 Intergov Local FTA ❖ Flat Fee — Yakima Transit ❖ From 2011 YVCOG Transportation Program Assessment Worksheet 100 369 90 001 Other Misc Revenue • Photocopies, posters for ESD 105, small miscellaneous bills 100 369 90 014 Associate Membership Fees ❖ $50 associate member fees (contracts with YVCOG) For calendar year 2011 • 110 U \soulesn \Data\201 1 Budget\201 1 BUDGET REVENUE- EXPEND EXPL.doc 10/18/2010 2011 Yakima Valley Conference of Governments Budget- Expenses GL Code & 2010 2010 2011 2010 -2011 Change Description Actual Budget Prelim Budget to 6/30/10 % $ Salaries 615 110 1001 Salaries and Wages $ 199,455 $ 419,000 $ 426,000 1 67% $ 7,000 615 110 1002 Salaries- Overtime 1,813 3,000 3,000 0 00% 0 615 110 1003 Salaries -Extra Help 4,231 15,000 * 25,000 _ 66.67% 10,000 Salaries 205,499 437,000 454,000 3.89% 17,000 Personnel Benefits 615 110 2002 Benefits- Direct 55,820 120,950 * 130,023 7.50% 9,073 615 110 2004 Benefits -Bank Accruals (601) Personnel Benefits 55,219 120,950 130,023 7.50% 9,073 Supplies 615 110 3101 Office & Operating Supplies 2,609 10,000 * 28,200 182.00% 18,200 615 110 3501 Small Tools and Minor Equip 374 18,000 * 25,000 38.89% 7,000 615 110 3502 Computer Software 812 4,000 8,500 112.50% 4,500 _ Supplies 3,795 32,000 61,700 92.81% 29,700 Other Services - Charges 615 110 4101 Professional Services 1 12,831 170,500 120,000 - 29.62% (50,500) 615 110 4125 Prof Serv- Indirect Costs 3,000 6,000 * 6,365 6.08% 365 615 110 4191 Prof Serv- Purchasing Sery 1,100 1,973 2,365 19 87% 392 615 110 4192 Prof Serv-Tech Svc 0 625 625 615 110 4201 Communications - Telephone 3,118 7,000 7,000 0 00% 0 615 110 4202 Communication - Postage 552 1,000 1,600 60.00% 600 615 110 4301 Travel 8,509 21,000 28,000 33.33% 7,000 615 110 4401 Advertising 3,591 8,000 * 7,000 - 12.50% (1,000) 615 110 4501 Operating Rentals and Leases 24,245 47,000 47,000 0 00% 0 615 110 4601 Insurance 8,436 8,450 * 7,000 -17 16% (1,450) 615 110 4701 Utility Services 48 120 120 0 00% 0 615 110 4801 Repair and Maintenance 855 4,000 4,000 0 00% 0 615 110 4901 Misc. (registrations, dues, 5,538 12,000 * 13,000 4. 8.33% 1,000 subscriptions, bank service fees) Other Services - Charges 171,823 287,043 244,075 - 14.97% (42,968) Capital Outlay 615 110 6401 Capital Expenditure 0 5,000 5,000 0 00% 0 Capital Outlay 0 5,000 5,000 0 00% 0 Debt Services - Interest 615 110 8101 Interest 0 400 400 _ 0 00% 0 Debt Service - Interest 0 400 400 0.00% 0 Total $ 436,336 $ 882,393 * $ 895,198 1 45% 12,805 * DENO BUDGET REV # 1 OF 9/15/10 1110 • U lsoul a12011 Budget12011 ADOPTED BUDGET 10/21/2010 2011 Budget Expenditures • 1001 - Salaries and Wages Based on Yakima County's Pay Plan dated 1/1/10; includes Step increases; no COLAs Includes 3 extra help employees, one being an Intern for CMAQ -CTR grant 2002 - Benefits Changes to Personnel Benefits per salaried employee • Benefits Admin Fee increased from $13 per month (2010) to $15 per month • Workers Comp reduced from $40 per month (2010) to $16 per month • Retirement rates for 2011 5.31% Jan -June & 8 70% July -Dec (2010 5.31%) • No increase to medical premiums (employer) • Unemployment Insurance Using actual from 2010 0 0225 up to $828 /year 3101 - Supplies Includes paper, pens, printing, printer cartridges, daily office supplies • Anticipated increase in costs for additional toner, paper and photocopies (transportation programs). • CMAQ -CTR. Rideshare passes, wheel option prizes, bus passes, posters, brochures, maps 3201 - Fuel Consumed See 4301 - Travel 3501 - Small Tools and Minor Equipment Examples Computer hardware, calculator, chairs, file cabinet, PC's, keyboard trays • Anticipate replacing the GIS Workstation • Purchase Netbook and docking station — Executive Director • CMAQ -CTR. Bike racks 3502 - Computer Software • Upgrade Microsoft Office from version 2003 to version 2011 • CMAQ -CTR. Commuter Calendar 4101 - Professional Services Parsec Computer for server monitoring and Trend Micro Renewal, translation services, Graf Investment janitorial service; ESRI software maintenance and an upgrade to one of the licenses to allow multiple users, PTV America for on -call modeling; VISUM software upgrade • CMAQ -CTR. Vanpool subsidy, bike maps prmting/folding (Continued) U \soulesn\Data \2011 Budget\2011 BUDGET REVENUE- EXPEND EXPL.doc 10/18/2010 2011 Budget — Expenditures Page 2 4125 - Professional Services Indirect Costs Indirect Costs ( "Current Expense" for Administrative Services with Yakima County) for HR, BOCC, Auditor's and Treasurer's Office 4191 - Prof Services - Purchasing Yakima County contract 4192 - Tech Services Yakima County Technical Services We access Yakima County's financial management system (Cayenta) and their VPN Yakima County Tech Services provides technical assistance, relating to Cayenta and their VPN, when needed. 4201 — Communications • Technology Services — phone system allocation (local & long distance) • Black Jack monthly service fee • Internet service 4202 - Communication — Postage 4301 - Travel Increase due to Transportation programs • CMAQ -CTR. WSRO and Public Transportation Conferences 4401 - Advertising Legal notices in Spanish and English MTP/RTP update draft and amendment 4501 Operating Rentals and Leases Office and conference room lease, photocopier lease and TRANS - Action fair booth rental A small increase in lease fees for photocopier upgrade — allowing for color scanning and printing, direct printing from each workstation, high capacity stapling and other features 4601 - Insurance Liability and property insurance. Washington Cities Insurance One payment is made to them annually Reduction in premium from 2010 (Continued) U \soulesn\ \2011 Budget\201 1 BUDGET REVENUE- EXPEND EXPL.doc 10/18/2010 2011 Budget — Expenditures Page 3 • 4801 - Repairs and Maintenance Includes photocopier and printer maintenance, and any other unforeseen repairs 4901 - Miscellaneous Subscriptions to local newspapers Dues Bank of America account analysis fee Seminars, training conferences, General Membership reimbursed to employees o CMAQ -CTR. WSRO and Public Transportation Conference registrations 6401 - Capital Expenditure Budgeted $5,000 for necessary expenditures 8101 - Debt Services — Interest A safeguard in case the cash balance drops and we need to borrow money from the county to cover our warrants; we are required to pay interest S • U• \sou lesn \Data\2011 Budget\2011 BUDGET REVENUE- EXPEND EXPL.doc 10/18/2010 2+10 REV - - 18% 20% } 6 k , $151,556 E "� $20 000 i'� `°r'- T e x ``` i. t a K, rs-y � 1 9 r C O Y L 14. i'.::"!•-c . ; c ri N w '44.44 'C. 2001 S / t E� if r$' J f fi k Y I �� -.;"::•:-.-*-±_'-:•--7f4:'-q'V•;'''.'"'''.''';'•(-4'...'••'":1YA \,. 1 „„.„,...--ttqffr--; 44, ' - ; • 7 040T••• • t1 ,4,,--,,,,v P :'i t s $32,7 E I FEDERAL T t 44% 10/20/I() 0 , YVCOG • • • • • YAKIMA VALLEY COG BUDGET HISTORY (REVENUE) $1,200,000 A 4 $1,000,000 $800,000 N $600,000 $400,000 $200,000 $ N N N N N N N N N N N O O O O O O O © O © O © © © O © O © © © © �-► M-+ O I N W 4k■ V1 J 00 ■O O M-+ El Revenue 10/20/ 10 YVCOG Y V C O C YAKIMA VALLEY CONFERENCE OF GOVERNMENTS MEMBERSHIP ASSESSMENTS FOR 2011 Members ' OFM General MPO/RTPO Total - 2010 -2011 Change Population Assessment* Assessment' Assessment % $ 2009 2010 2010 2011 2010 2011 2010 2011 GRANDVIEW 9,405 9,290 $ 3,668 $ 3,623 $ 6,952 $ 1,000 $ 10,620 $ 4,623 - 56.5% (5,997) GRANGER 3,065 3,100 1,195 1,209 500 500 1,695 1,709 0.8% 14 HARRAH 595 630 232 246 1,382 500 1,614 746 • -53 8% (868) MABTON 2,100 2,165 819 844 500 500 1,319 1,344 1.9% 25 MOXEE 2,525 2,695 985 1,051 2,225 5,478 3,210 6,529 103 4% 3,319 NACHES 765 770 298 300 1,407 4,803 1,705 5,103 199.3% 3,398 SELAH 7,185 7,180 2,802 2,800 5,914 2,000 8,716 4,800 -44.9% (3,916) SUNNYSIDE 15,340 15,410 5,983 6,010 2,562 1,000 8,545 7,010 _ - 18.0% (1,535) TIETON 1,195 1,195 466 466 1,480 500 1,946 966 -50 4% (980) , TOPPENISH 9,090 9,080 3,545 3,541 1,784 3,493 5,329 7,034 32.0% 1,705 UNION GAP 5,830 5,850 2,274 2,282 2,790 2,000 5,064 4,282 -15 4% (782) WAPATO 4,555 4,605 1,776 1,796 1,264 500 3,040 2,296 -24.5% (745) YAKIMA 84,850 85,040 33,092 33,166 5,531 , 7,193 38,623 40,359 _ 4.5% 1,736 YAKIMA CO 89,130 89,300 34,761 34,827 4,184 12,183 38,945 47,010 20 7% 8,065 ZILLAH 2,770 2,790 1,080 1,088 1,085 1,340 2,165 2,428 12.1% 263 TOTALS 238,400 239,100 $ 92,976 $ 93,249 $ 39,560 $42,990 $ 132,536 $ 136,239 2.8% 3,703 1 Yakima.Tratisit Total Tians,Assessmerit. '3 ;000 *$0:39 per capita 2011 General Assessment U•lsoulesn\Data12011 Budget12011 Membership Assessments 10/20/2010 • ill e .